CONTENTS
Manually running a scheduled task
Placing import files on to the server
Marketplace Sales Data Import CSV Specification
Introduction
We have created functionality which allows you to import sales data transactions from any marketplace channel you might use. Example: eBay, Amazon, Etsy etc.
There are 2 ways to interface data into the core RetailStore/ CharityStore system either by API (using CTX API) or CSV file (using CTX Scheduler). This guide focuses exclusively on importing via a CSV file.
If you wish to find out more about CTX API please contact your Account Manager.
CTX Marketplace Scheduler allows you to manage and import sales transaction data using a CSV file.
This Quick Reference Guide (QRG) covers the process of how to set up and submit a CSV file in to RetailStore/CharityStore using the CTX Marketplace Scheduler.
CTX Scheduler
This functionality requires the Licensed Feature, Cybertill Exchange.
Once the Cybertill Exchange Licence Feature is activated,
- Access the Admin menu.
- Scroll down to the Application tools section and select CTX Scheduling.
The list of Scheduled Tasks will display on screen. Note: if no tasks have yet been created, the page will display ‘No items’.
Creating a new scheduled task
Located at the top right-hand side of the page,
select the
icon.
- Select Create Scheduled Task.
You will see the following page displayed containing several blank fields.
Note: all mandatory fields are displayed by an asterisk and must be populated in order to create the task.
Starting with the Name* field,
- Enter in a name for the specific import task.
Next,
- Enter a File Name*.
The name of the file you want to import must match the file name pattern entered here (note that wild card values are allowed ie. enter an asterisk * to match any character, or a dash – to match any digit).
Example – if the file you want to upload has the name pattern ‘marketplaceXXX’ where XXX includes digits then entering a wildcard character ‘marketplace*’ will match all values for XXX and will match all files which start with ‘marketplace’ eg ‘marketplace1’, ‘marketplace20210130’.
From within the Task* dropdown,
- Select MarketplaceTransactionImportTask
The Notes section can be used to add any internal notes to the task. They can be viewed by anybody with access to the scheduler.
The next section of the page is labelled Folder Structure. The Folder Structure section allows you to enter the name of folders which will be created on a Cybertill server and from which the import files will be processed.
Complete the following:
- Import Path
This is the location from where the CSV files for processing will be picked up from. eg name ‘imports’.
- Archive Path
This is the location of where you want the import files to be moved to once the import task has run successfully. eg. ‘imports/archive’.
- Fail Path
This is the location of where you want the import files to be moved if the import task fails. eg. ‘imports/fails’.
Use the Schedule section to define when you want your scheduled import task to run.
To set up a Daily task,
- ensure that the Daily tab is selected.
By either manually typing into the field, or using the dropdown list,
- select how often you wish for the task to run and at what time of the day.
To set up a weekly task,
- select the Weekly tab.
- Select the day and time on which you would like the task to run.
Or, to set a Monthly task,
- select the Monthly tab.
- Select what day of the month, the number of months, and the time of each task run.
Located at the bottom of the page, you can confirm your creation of the schedule task by selecting SAVE.
Your task will now appear in the Scheduled Tasks table where you can click back into it to view or edit.
Manually running a scheduled task
It is possible to manually run a scheduled task.
- Find your task within the scheduled list and select RUN NOW
A warning prompt will appear asking if you are sure you wish to execute the task now.
- Select Yes to continue.
An onscreen message will appear advising that the task has been queued successfully.
- Select OK to close this message.
Locate the LAST EXECUTION column for your task. This will change to ‘Started’ when a task begins to run.
Note that this page does not auto refresh, so you must leave and return to the page in order to update.
The LAST EXECUTION column will display if the task was successful the last time it was executed.
Note that the status ‘No File’ indicates that there was no file which matched the file name pattern found in the import path location for the task.
Note that the task will process all files which match the file name pattern found in the import path location for the task. If some files are imported, but some fail validation then the status will be ‘Part Completed’.
- Select the result of the execution for more information.
In the example below, the task has part completed.
The files processed by the task are displayed, along with another STATUS button. Again, you can click on the result of the execution to identifywhy the importfailed.Note if a file has the status ‘Completed’ then all transactions within that file have been imported. If a file has the status ‘Failed’ then none of the transactions within that file have been imported.
- Select the status
In the example below the file marketplace2.csv has recorded a single error. If there are multiple errors then they will be displayed in the table. Errors will need to be corrected and the file can then be re-uploaded.
Filters
Throughout the CTX Marketplace Scheduler, there are Filter menus that can be found on the top righthand side of each page.
When the filter menu opens, there are several different options, depending on that specific page. Using the filter options, allows you to filter the tasks, files or order lines that are displayed on screen.
Multiple filters can be applied at one time and are displayed at the top of the page.
Execution History
Within each scheduled task, you will find an Execution History tab.
This tab is designed to show a breakdown of each execution for that task, displaying the start/ end date and times, as well as the status of that execution.
From there, you can then delve down further into that execution, followed by filename, and then specific line number, if desired.
Placing import files on to the server
Before you can import any transactions using the scheduler, you first need to upload the CSV file containing the transaction data to the server. See the Marketplace Import CSV Specification for a full breakdown of the data Cybertill needs you to include.
To use CTX Scheduler, you currently have to submit files using Cybertill’s server.
The file size must not be over 1000 lines. If the file you upload is too big, one of the following errors will display:
When setting up a new task, you have options to define a folder structure on the server as discussed in the previous section. If you do not wish to define a folder structure then the root folder will be used for import files, as well as successful and failed file imports (note: this is not recommended).
In the example below, we have set up an ‘imports’ folder (not shown in the image below). We have set up a task to check this folder for any files which match the file name pattern we have defined. We have also created ‘archive’ and ‘fails’ sub-folders. This is where we will move successful and failed import files respectively.
Failed files will be moved to the fail folder. Files are renamed with a date-time stamp and the extension changed to ‘.err’. The error file will contain a new column which will include details of the errors. These errors should be rectified before attempting to re-upload the file.
Successful files will be moved to the archive folder. Files are renamed with a date-time stamp and the extension changed to ‘complete’. All transactions on these files have been imported successfully.
Marketplace Sales Data Import CSV Specification
The Sales Data Transaction import file must adhere to specific data requirements. Embedded below is a full list of fields required and provides sample data. Note that all column headers are required, even if the fields are left blank.
In the example below, the import file includes 5 order lines which will be grouped into 3 transactions. Transactions with the note MARKETPLACE0001 and MARKETPLACE0003 both have 2 order lines, transaction with the note MARKETPLACE0002 has a single order line.
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